Board of Directors Regular Meeting Agenda

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Meeting Date: 10/17/2019  

Receive, consider and act upon an Award of Bid for sound engineering services (C-2019-0243);
The 2020 adopted Budget provides $45,230 for contracted sound engineering services which provides sound systems, mixing, speakers, lights, labor and expertise at Township-produced programs and special events.  The lowest most responsive bid is from Skygod Production LLC in the amount of $44,434 per year for a three-year term.
The Invitation to Bid for Sound Engineering Services includes a scope that provides sound equipment, lights, labor and expertise to provide sound systems for Township-produced events such as the 10 For Texas, Woodforest Bank Tri-The Woodlands, Rock the Row Concert Series, Red, Hot and Blue Festival, Memorial Day in The Woodlands, Labor Day, Veteran's Day, Muddy Trails, Arts in the Park, Concerts in the Park and more.  On average, the Township Parks and Recreation Department produces approximately 51 events per year that require contracted sound engineering services. 
An Invitation for Bids (IFB) for contracted sound engineering services for a period of three years beginning January 1, 2020, and ending on December 31, 2022, was advertised in The Villager newspaper on August 21, 2019, posted on the Township website and direct mailed to known vendors (Attachment A).  A mandatory pre-bid meeting was held on September 3, 2019, and two vendors attended.   Bids were due September 6, 2019, and two bids were received.  However, one bid was disqualified due to the bid submission not conforming to the bid specifications.  The disqualified bid did not include the required bid bond, or proof of insurance nor did the vendor attend the mandatory pre-bid meeting.  A Bid Tabulation Summary has been prepared (Attachment B) a summary of which is provided below:
Vendor Price Per Year (51 events)
Skygod Production LLC $44,434
Skygod Production, LLC, is a Texas company located in Spring. They have held the sound engineering services contracts for The Woodlands Township for the past nine (9) years, and staff has been satisfied with their responsiveness and work product.

Award the bid (C-2019-0243) for sound engineering services to Skygod Production, LLC, in the amount of $44,434 per year for a three-year period and authorize the President/General Manager to execute any necessary agreement as approved to final form by the Township Attorney.
Attachment A - IFB Sound Engineering Services
Attachment B - Bid Tabulation Summary Sound Engineering Services


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